Common TDY Mistakes: What to Avoid

Even experienced travelers make TDY mistakes that delay reimbursement, reduce entitlements, or create unnecessary complications. I learned everything about these mistakes by making most of them myself. Here’s how to avoid repeating my errors.

Poor Documentation

Failing to keep receipts ranks among the most frequent problems. Lodging receipts are always required. Expenses over seventy-five dollars need documentation. Losing receipts during travel creates voucher complications that delay payment.

Photographing receipts immediately after receiving them provides backup. Email yourself copies of hotel bills before checkout. These habits protect against lost paper and water-damaged documents that become unreadable. Trust me on this one.

Authorization Mismatches

When actual travel differs from authorized travel, problems arise. Date changes, location additions, transportation method switches – all need proper authorization. Making changes without updating orders complicates voucher processing and can cost you money.

Amendments to existing authorizations take time. When travel changes seem likely, start the amendment process early. Waiting until after travel to fix authorization issues invites reduced reimbursement or complete denial.

Government Card Misuse

Using the government travel card for personal expenses or at unauthorized times creates real problems. The card should fund only official travel expenses. Mixing personal and official charges complicates accounting and can result in card revocation.

Make timely payments on the government card to protect your credit and maintain good standing. Even when waiting for voucher reimbursement, minimum payments keep accounts current.

Delayed Voucher Filing

Procrastinating on travel vouchers extends the period before receiving full reimbursement. Details fade from memory, making accurate claims harder. Set aside time immediately after travel for voucher preparation. Your future self will thank you.

Late filing can also reduce entitlements under certain circumstances. Understand filing deadlines and treat them as priorities. Losses from administrative negligence are the most frustrating kind.

Not Asking Questions

Probably should have led with this: when travel situations seem unclear, ask the travel office for guidance before making decisions. Finance and travel personnel can clarify regulations that seem ambiguous. Getting answers in writing protects against later disputes and saves you from expensive mistakes.